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Daily

Draft personal outreach emails for a HubSpot list

Each contact in your HubSpot outreach list gets a tailored email waiting in your Gmail drafts, ready for you to check and send.

Runs
Daily
Apps
Gmail, HubSpot
AI
Yes, uses the built-in AI allowance
Access
HubSpot crm.lists.read, contacts read+write; Gmail gmail.compose

Send this to your assistant

Create a ClickRuntime automation: every day, take the contacts in my HubSpot 'Q4 outreach' list, write a personal email for each using what's in their CRM record, and put it in my Gmail drafts.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A founder or account executive builds a list of fifty prospects in HubSpot for a quarterly push. Writing fifty genuinely personal emails takes a full day, so the list sits there, or everyone gets the same template and the reply rate shows it.

This writes a first draft for each person using their job title, company, industry and any notes in HubSpot, and leaves it in your Gmail drafts. You spend your time reading and adjusting, not starting from a blank page, and nothing goes out without you.

What you get out of it

  • A personal first draft for every contact

    Each email refers to the person's role, company and what you already know about them from HubSpot.

  • You keep control of what is sent

    Everything waits in Gmail drafts, so you can edit, skip or send each one yourself.

  • The list is worked through daily

    New members added to the list get a draft the next morning, so outreach keeps pace with list building.

  • No one gets two drafts

    Contacts already drafted are marked in HubSpot, so the same person isn't written to twice.

How it works

What happens, step by step

  1. Each morning, ClickRuntime reads the contacts in the HubSpot list you choose.

  2. It skips anyone already marked as drafted, so each person gets one email.

  3. AI writes a short, personal email for each contact using their CRM details and your offer.

  4. Each email is saved as a draft in your Gmail, and the contact is marked as drafted in HubSpot.

Before it runs live

  • Connect Google through your own Google app (a one-time, 10-minute setup), so it works with your own Gmail
  • Connect HubSpot

What you get

RunsDaily
Draft personal outreach emails for a HubSpot listtoday, 9:00Succeeded
Gmail · DraftsTo: Maria Lopez, Head of Operations at Acme Outdoor Hi Maria, with Acme opening two new stores this year, how are you planning stock for the first few weeks?

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

  • Run it at a different time, more or less often, or only on weekdays
  • Change what the AI looks for, or how it writes the result
  • Add another app, for example also send it to Slack
  • Combine it with other Gmail and HubSpot steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
ai_personalised_outreach_drafts_from_hubspot_data.pyexample
import base64
from email.message import EmailMessage
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_trigger, credentials, http, ai

LIST_ID = "123"
OFFER = "We help retail teams cut stock-outs with weekly demand forecasts."

def hs(method, path, **kw):
    r = http.request(method, f"https://api.hubapi.com{path}", headers={"Authorization": f"Bearer {credentials.connection('hubspot', 'work')}"}, **kw)
    return r.raise_for_status() or (r.json() if r.content else {})

@on_trigger
def run(event):
    ids = [m["recordId"] for m in hs("GET", f"/crm/v3/lists/{LIST_ID}/memberships", params={"limit": 100})["results"]]
    contacts = hs("POST", "/crm/v3/objects/contacts/batch/read", json={"inputs": [{"id": i} for i in ids],
                  "properties": ["email", "firstname", "jobtitle", "company", "industry", "outreach_drafted"]})["results"]
    todo = [c for c in contacts if not c["properties"].get("outreach_drafted")][:25]
    g = build("gmail", "v1", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False)
    for c in todo:
        p = c["properties"]
        body = ai.generate(f"Offer: {OFFER}\nWrite a 100-word personal cold email to {p.get('firstname')}, "
                           f"{p.get('jobtitle')} at {p.get('company')} ({p.get('industry')}). End with a question.",
                           max_output_tokens=300).text
        msg = EmailMessage(); msg["To"] = p["email"]; msg["Subject"] = f"Idea for {p.get('company')}"; msg.set_content(body)
        g.users().drafts().create(userId="me", body={"message": {"raw": base64.urlsafe_b64encode(msg.as_bytes()).decode()}}).execute()
        hs("PATCH", f"/crm/v3/objects/contacts/{c['id']}", json={"properties": {"outreach_drafted": "true"}})
    return {"drafted": len(todo)}

FAQ

Common questions

What information does the AI use?
The contact's name, job title, company, industry and the notes field from HubSpot, plus a short description of your offer that you provide. It doesn't browse the web.
How many drafts does it create each day?
You set a daily cap, for example 25, so your drafts folder stays manageable. Remaining contacts are picked up on the following days.
Can I give it my own tone and examples?
Yes. Add a sample email or a few rules, such as keep it under 120 words and end with a question, and every draft follows them.
What permissions does it need?
HubSpot crm.lists.read, contacts read+write; Gmail gmail.compose. Nothing else in your accounts is used.
Does it need AI?
Yes. It uses ClickRuntime's built-in AI, so you don't need an OpenAI or Anthropic key. Every plan includes a monthly AI allowance.
How many runs does it use?
One run each time it runs (daily). Checks that find nothing to do and stop right away aren't counted.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

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